Staff, roles & the Finance role

Where: The Delegate console, in your buyer's customer account Who: Company admins run this day to day; you (the merchant) can also grant the Finance role Part of: Delegate — B2B self-service

Once a company has an admin and the console is reachable, the admin runs everything below from their own customer account — you don't touch it. Which sections they see follows the company's feature modules.

Manage staff, roles, and location access

• Invite a staff member by email. If the email is already a customer, it's linked; otherwise a new contact is created. The invitee gets a passwordless onboarding email and signs in without a password to set.
• Assign the staff member to one or more of your company locations, each with a role — Location admin or Ordering only. The location controls the catalog and prices they see. Note the admin only picks from the locations that already exist: you create and manage the locations themselves in Shopify B2B (Customers → Companies → (company)).
• Give a staff member the Finance role (when the Payments module is on). It's a switch on the invite and edit-staff screens — see The Finance role below.
• Remove a staff member. They're de-linked from the company (their underlying customer record is kept), any pending requests are cancelled, and their ability to buy for the company ends. If the removed person's email is on the company's statement recipient list, the removal flow warns the admin and offers to drop the address — it's never removed silently.

The one thing a company admin cannot do is promote another contact to company admin — that designation stays with you, the merchant. (They can grant the Finance role, which is a different thing — payments only.) Everything else about how the company is governed is theirs: they author the rules, and in doing so they decide who approves what.

The staff list in the Delegate console.

The Finance role

Finance is a company-wide designation whose sole effect is to unlock the Payments tab — open orders plus lump-sum payment. It's part of the Payments plan (the same plan the Payments module rides on). It grants nothing else: no staff, rule, approval, audit, or statement-configuration access. It's separate from a buyer's Shopify per-location role and from approval-flow membership.

• Who can grant it: the company admin (from the console's invite / edit-staff screen) and you, the merchant (from the company's page in the OnAccount admin) — symmetrically, on the same underlying role. Every grant and revocation is audit-logged with the actor.
• Company admins don't need it — they can already pay. Designate a Finance contact only when you want someone other than the admin to settle invoices, or for a company with no admin.
• It only works while the Payments module is on. Revoke the module and the role goes inert; re-grant it and Finance access returns automatically. (Granting Finance while the module is off is refused — turn the module on first.)
• Revoking it ends payments access immediately. It has no effect on the statement recipient list.

For the buyer-side detail of the Payments tab itself — currency handling, allocation, the invoice hand-off — see Customer-account payments.

Updated on: 01/09/2026